Administrative Assistant

Position Overview

We are seeking an Administrative Assistant to deliver comprehensive, high-level administrative support to leadership based in New York, NY. This position is a long-term contract ideal for individuals who excel in fast-paced settings, adeptly juggle multiple priorities, and apply a meticulous and service-driven approach in everyday tasks.

Primary Responsibilities

• Oversee calendar management for five Managing Directors, arranging appointments, resolving scheduling conflicts, and managing business travel plans.
• Organize and coordinate virtual and in-person meetings by preparing agendas and materials, managing attendee lists, booking meeting venues, and setting up online platforms.
• Handle all aspects of meeting logistics, including organizing food services, distributing necessary documents, tracking attendance, and coordinating building access.
• Provide administrative assistance for occasional events with members, regulators, and policy stakeholders, ensuring seamless logistical and communications flow.
• Accurately prepare and submit monthly expense reports using Concur and comply with internal processing standards.
• Process vendor documentation and support invoice entry and payment administration per organizational policies.
• Maintain detailed records, perform data entry, and support general office operations and reception duties when necessary.
• Foster strong collaborative relationships with various teams acting as a reliable coordination resource for leadership support.

Qualifications

• Previous experience as an administrative assistant supporting senior management.
• Highly skilled in calendar management, accommodating complex scheduling and travel requirements.
• Experienced in planning and executing meetings and events, both virtual and on-site.
• Proficient in expense management software such as Concur, including reimbursement submissions.
• Competent with vendor invoice processing and maintaining administrative records.
• Excellent communication abilities, attention to detail in preparing correspondence and materials.
• Comfortable managing telephone inquiries, receptionist responsibilities, and general office coordination.
• Strong ability to independently handle multiple tasks while maintaining organization and confidentiality.

Additional Information

Robert Half is a prominent global talent solutions firm specializing in connecting qualified professionals to companies across various domains. Contract and temporary professionals are eligible for benefits, including medical, vision, dental, life, and disability insurance, as well as access to a 401(k) plan. Employment requires legal authorization to work in the United States. The company fosters equal employment opportunities and is committed to diversity and inclusion.